Fleet Management Software for Trucking Fleets
Trucking is the business of selling capacity by the kilometre at a rate you agreed before you knew what the run would cost. KO Fleetz closes that gap: what the load earned, what the truck burned, how long it stood at the dock, and which defect was about to strand it on a hard shoulder.
Operational reality
What makes trucking different
You price the load before you know the run
The rate is accepted on a phone call against a number in someone's head. Whether it cleared the truck's cost of being on the road that day is discovered weeks later, if at all, and only as a fleet average.
The empty leg back
The load pays for the outbound. The return is a cost with no invoice attached to it, and the reload that would have covered it usually existed. It was just never visible to whoever was booking.
Standing time earns nothing
A driver paid by distance is unpaid at a goods-in bay. Detention is claimable in principle, and in practice the claim dies because arrival was recorded on a paper sheet the consignee disputes.
The defect the scale finds first
A brake out of adjustment or a tyre below limit becomes a roadside enforcement event rather than a workshop job. The load is stranded, the driver is stood down, and the violation attaches to your safety record.
Hours are a hard ceiling, not a target
Driving time is regulated and the clock does not negotiate. A dispatch plan that ignores how much of a driver's window a dock queue just consumed produces a truck parked twenty kilometres short of the delivery.
Tyres fail at the worst possible place
A blowout at speed on a motorway shoulder is the most expensive maintenance event available to a carrier, and it is nearly always the end of a pressure and tread story that started weeks earlier.
How the week actually goes for a carrier
The work arrives as a rate on a lane. Someone decides whether to take it, and that decision is the whole business. Every other activity in a trucking operation, from the workshop to the fuel policy to the driver conversation, exists to make the answer to that question better. Which means the number that matters is not last quarter's operating ratio. It is what this class of truck costs to put on this corridor today, with this driver, at this weight.
Then the truck goes out for days at a time. It is not coming back to a depot tonight. Refuelling happens at whatever site is on the route, defects get found by the person driving it or by an inspector at a weigh station, and the office finds out about anything only if the driver calls. The vehicle is a workplace and a hotel room, and a system that assumes it returns to a yard every evening will misread most of what it sees.
At the end, the money has to be reconciled. Fuel receipts, tolls, a detention claim the consignee is contesting, an unscheduled tyre replaced at a service point in the middle of the night for a price nobody negotiated. KO Fleetz pins each of those costs to the load that incurred it, so the number that survives to month end is a margin you can read lane by lane. Leave them unattached and you get a fleet cost per kilometre instead: accurate, useless, and unable to tell you which lane is quietly losing money.
Feature mapping
Which modules matter here, and why
Not every fleet needs every module. This is what actually earns its place in this industry.
For a carrier, a mechanical defect is not a repair bill. It is a stranded load, a driver on the clock going nowhere, and an enforcement entry that follows the operation into its insurance renewal and its next customer's vendor check. Long-haul trucks also accumulate distance fast enough that a service interval missed by a fortnight is missed by thousands of kilometres.
The load is the profit centre in trucking, not the vehicle. Rate against fuel, tolls, driver time and the empty leg home is the arithmetic that decides whether a lane is worth running, and it has to exist per load or it decides nothing. Detention belongs in that arithmetic too: unrecorded, it is a gift to the consignee.
A tractor unit carries hundreds of litres in saddle tanks, parks overnight in unlit laybys and truck stops, and refuels away from any site you control. That combination is why fuel loss in long-haul behaves differently from fuel loss in a depot-based fleet, and why tank-level data beats card reconciliation here by a wide margin.
You are asking someone to live inside your asset for a week and then hoping they come back. Coaching that reads as surveillance loses the driver, and replacing an experienced long-haul driver costs more than the fuel their habits were burning. The scorecard has to be defensible on the corridor the driver actually ran.
The arrival and departure timestamp at a consignee's gate is not a management nicety here. It is the evidence behind a detention invoice, and it is the only version of events that both parties can check after the fact.
Outcomes
What changes
- Margin visible before the invoice, not after it
- Per load
- Standing time recorded, not remembered
- Gate to gate
- Defects found in the yard rather than at the roadside
- Before the scale
- The corridor that loses money stops hiding in the average
- Lane by lane
The systems a carrier already runs
Load boards and brokerage platforms bring the work in; KO Fleetz attaches the cost to it once the wheels turn. Fuel card networks and toll accounts post transactions against the trip that incurred them. Workshop and parts suppliers feed the maintenance ledger. Accounting and driver settlement systems take the finished trip. Where an electronic logging or tachograph device is already fitted, its duty status is a signal the platform reads rather than a record it duplicates, because hours compliance stays with the system of record your regulator expects.
Explore integrationsFrequently asked questions
No, and that is deliberate. Driver hours are a regulated record with a mandated device and a defined audit path, and the rules differ by jurisdiction. KO Fleetz does not attempt to be your compliance device. What it does is read duty status where the existing device exposes it, so dispatch can see how much of a driver's window a dock queue has eaten and stop planning a delivery the clock will not permit. Keep your ELD or tachograph. Connect it.
It changes the argument, which is most of the battle. A geofence entry and exit at the consignee's site gives a timestamped record neither party wrote by hand, and that is far stronger than a driver's note. It does not make the claim automatic. Detention is a contractual matter, free time and rate and notification requirements are whatever your agreement says, and some consignees will still contest it. What evidence removes is the version of the dispute where you simply cannot prove you were there.
By planning around the route rather than the calendar. Intervals are driven by distance and engine hours, which accumulate fast on long-haul, so the service that looked like next month's problem may be due in nine days. The platform forecasts the due point from actual accumulation and surfaces it far enough ahead that the truck can be booked into a bay on a day it is near one. What it cannot do is invent workshop capacity, and it will not pretend a truck 900 kilometres from your depot is a scheduling problem with a neat answer.
It can remove most of the causes and none of the certainty. Blowouts overwhelmingly follow from running under-inflated, from tread worn past its limit, and from a casing that was already damaged. Tracking position-by-position tread depth and pressure readings, and enforcing checks that produce a record instead of a tick, catches that story while it is still cheap. Road debris and a sidewall cut from a kerb are not predictable, and any vendor telling you otherwise is selling something.
Timing and granularity. Your accounts are correct and retrospective: they will tell you in six weeks that the quarter's cost per kilometre moved. Trip profitability attaches fuel burned, tolls paid, driver hours and the deadhead return to the specific load that caused them, so the question becomes whether that lane at that rate was worth running. That is a decision you can act on next week. The two are complementary, and the finance figures remain the audited ones.
Tell them the truth, and design the rollout so the truth is on your side. What earns acceptance is a scorecard that compares a driver against others who ran the same corridor at a comparable weight, not against a fleet average that punishes whoever draws the mountain lane. It also helps enormously that the same data pays them: a detention claim that gets honoured, and an incident where the replay shows the other vehicle was at fault. Fleets that introduce this as a disciplinary tool get exactly the resistance they designed for.
Put a number on the lane before you run it again
Pick one corridor you have been quoting on instinct. We will run it through KO Fleetz and show you what the trip record does to the assumption underneath the rate.